โ๏ธ Email Signature ยท Auto-Append Contact Info to Every Email
Email signature = the contact info block at the end of every email (name / company / phone / website / logo etc.). In Laifaxin, set it once and every email gets it automatically โ no manual copy-paste needed.
๐ฏ Two Default Signatures ยท Auto-Insert Per Scenario
- New email signature โ auto-inserted when you ๐ Compose Email
- Reply / forward signature โ auto-inserted when you ๐ reply or forward an email
โ Both can use the same signature (most common), or be set separately (e.g. a shorter reply version).
System entry: Email Signature
1. New Signatureโ
| Field | Description |
|---|---|
| Signature name | Your own note (e.g. "Formal / Daily / Short reply") |
| Default signature | Once set as default, auto-inserted on new emails / replies |
| Signature content | Rich text editor supporting images / links / tables / logos (see ๐ Email Editing) |
How: top-right ใNewใ โ fill the dialog โ save.
2. Edit Signatureโ
Signature content supports WYSIWYG rich text editing, exactly like ๐ Email Editing:
- ๐ Bold / font / color
- ๐ผ๏ธ Insert company logo / avatar
- ๐ Add hyperlinks (website / WhatsApp / LinkedIn)
- ๐ Use tables to lay out contact info
3. Set Default Signatureโ
Once set as default, emails auto-get the signature โ saves time and effort. 2 places to set:
| Where | How |
|---|---|
| In the new / edit dialog | Tick "Set as default (new / reply)" |
| In the signature list | Click the โ icon to the right of the signature |
Two default types:
| Type | Trigger |
|---|---|
| ๐ New email signature | Auto-inserted when you Compose Email |
| ๐ฌ Reply / forward signature | Auto-inserted when you reply or forward an email |
๐ก Recommended 2-Signature Combo
- Formal (for new emails) โ complete: name + title + company + phone + email + website + logo
- Short (for replies) โ minimal: name + company + WhatsApp (avoid stacking a long block in every reply)
๐ Pitfall Summaryโ
| Pitfall | Consequence | How to Avoid |
|---|---|---|
| ๐ด Signature with too much company info | Anti-spam hits "marketing" signal โ spam folder | Keep signature minimal: name + email + WhatsApp is enough; put company / website in body |
| ๐ด Signature stuffed with links + big logo | Email size grows + some clients won't load images | Use CDN image URLs instead of base64; cap at 1 ~ 2 links |
| ๐ก No default signature set | Manual insert every time = annoying | Set a default in Signature Management |
| ๐ก Same signature for new + reply | Reply chains stack signatures, emails get longer | Use a short signature for replies (name + company) |
| ๐ก Image with private link / inline | Customer sees "broken image" in their client | Use publicly accessible image URLs (CDN), not local paths |
โ Frequently Asked Questions (FAQ)โ
Q1 ยท How do I prepare multiple signatures for different scenarios?โ
Go to Email Signature โ ใNewใ to build multiple:
- "Formal business" (first contact)
- "Daily follow-up" (for replying)
- "Chinese / English" (by language)
When composing, manually pick the version from the signature dropdown.
Q2 ยท Will scheduled emails use the updated signature?โ
Usually yes. Scheduled emails finalize content (including signature) at send time. So if you change the default signature before the scheduled time, the email goes out with the new signature. Still, test before sending.
Q3 ยท Why can't the recipient see my signature image?โ
3 common causes:
| Cause | Diagnose |
|---|---|
| Image URL private / expired | Open the image URL in an incognito browser; must be viewable |
| Recipient client blocks images by default | Ask them to "Show images" (can't force) |
| Image too large | Keep < 500 KB; larger files easily blocked |
Q4 ยท What's the difference between Email Signature and "Email Template"?โ
| Dimension | โ๏ธ Email Signature | ๐ Email Template |
|---|---|---|
| Scope | Just the contact block at the end | Entire email (subject + body + signature) |
| Trigger | Auto-appended to email end | Manually picked from template list |
| Use case | On every email ("Who I am") | Reusable outreach content |
๐ก Learning Tipsโ
| Scenario | Recommendation |
|---|---|
| ๐ฏ Unify brand image | Team members' signatures should have consistent style (color / font / layout) for brand professionalism |
| ๐ก Use signature for promotion | Add 1 ~ 2 key links (new product / case / WhatsApp), but don't stack 5+ which looks spammy |
| ๐ฑ Mobile-friendly | Design signature for mobile reading (narrow / single-column); avoid tiny fonts |
| ๐ Multi-language ready | When serving multiple countries, build Chinese / English / Spanish / French variants and switch by customer segment |
| ๐ Periodic updates | When the company changes logo / contact info โ update all signatures promptly to avoid stale info |
๐ Related Featuresโ
| Topic | Link | Description |
|---|---|---|
| ๐ Email Templates | email-templates | Full email templates (signature can be embedded) |
| ๐ก Compose Email | compose-new-email | Auto-loads default signature when composing |
| ๐ Email List | email-list | Auto-loads default reply signature when replying / forwarding |
| ๐จ Email Editing | email-editing | Signature content rich-text editing (same as email body) |
| ๐จ Email Account | email-account | Bind different signatures to different mailboxes |
๐ Permalink: https://laifa.xin/zhinan/email-signature